Examinations & Timetabling Officer (Dubai) - Dubai Professional Services - 59822D - Grade 6

Summary

The Examinations & Timetabling Officer will be responsible for devising, implementing, and delivering activities that support the smooth operation of student lifecycle processes, particularly timetabling, examinations, and mobility services. The role holder will :

• Lead on the production and publication of class and examination timetables within agreed deadlines.
• Coordinate examination logistics, including room allocations, invigilator scheduling, and assessment materials.
• Act as the Dubai campus liaison for student mobility, ensuring integration of incoming and outgoing students.
• Provide guidance and advice to students and staff on timetabling, examinations, and mobility processes.
• Support wider Student & Programme Administration services during peak times such as Welcome, Graduation, and Registration.

This role requires flexibility, strong technical skills with university systems (., Syllabus Plus and Semestry), and the ability to build collaborative relationships with internal and external stakeholders.

Main Duties Timetabling

• Develop, coordinate, and maintain teaching timetables in collaboration with Programme Administration and academic leads.
• Allocate teaching spaces efficiently, ensuring optimal utilisation of campus facilities.
• Ensure timetable data is accurate in student systems, minimising clashes and enabling smooth registration.
• Resolve timetable and registration issues, including monitoring class sizes, venue changes, and oversubscribed sessions.
• Provide advice and training to staff and students on timetable and registration processes.

Examinations

• Lead on the production, coordination, and publication of examination timetables each semester.
• Manage examination logistics including paper production, secure storage, rooming, invigilator rostering, and alternative sittings.
• Process and assess deferred examination applications in line with regulations.
• Ensure examinations are fair, transparent, and compliant with institutional and regulatory requirements.
• Provide training and supervision for staff during examination periods.

Room Booking

• Process ad hoc room booking requests using the timetabling scheduling system.
• Provide user support for room bookings and liaise with stakeholders such as Security, Facilities Management, and the Events Bureau to maintain bookings.
• Build strong professional relationships to ensure accurate and timely room booking services.

Mobility Liaison

• Act as the Dubai campus contact point for student mobility matters.
• Provide practical guidance to outgoing students on various implications related to their study abroad or exchange period, referring them to the Edgbaston teams for detailed mobility arrangements.
• Ensure that incoming mobility students are appropriately integrated into timetables and assessment schedules, and that any specific needs are communicated early to academic and administrative teams.
• Collaborate with the Edgbaston Go Global team to ensure consistency and data sharing.
• Maintain oversight of mobility student numbers to support capacity planning.

Cross-Functional Coordination & Student Services Support

• Work closely with Student Services to align immigration, enrolment, and academic scheduling requirements.
• Provide operational support for student lifecycle activities during quieter periods (., registration, ID cards, graduation logistics).
• Contribute to continuous improvement initiatives across timetabling, examinations, and mobility processes.

General

• Promote equality, diversity and inclusion, acting as a role model and fostering an inclusive working culture.
• Undertake continuous personal and professional development.
• Provide excellent customer service at all student interaction points, ensuring queries are managed from initial contact to resolution, including handling and resolving complaints where appropriate.

Additional Responsibilities

• Ensure compliance with University policies, regulations, and data protection requirements.
• Support Welcome, Graduation, and campus-wide student experience activities as required.
• Undertake cultural sensitivity training and apply awareness in daily interactions.
• Engage with quality assurance and continuous improvement processes.
• Undertake Health & Safety duties as per University policy.

Person Specification Essential Attributes

• Degree-level qualification with extensive relevant experience, or equivalent combination of education and experience.
• Proficiency in university systems including timetabling, examinations, and student records (., Syllabus Plus, Semestry).
• Strong Organisational skills with the ability to manage workloads, prioritise, and meet deadlines under pressure.
• Excellent interpersonal communication skills, with the ability to engage diverse stakeholders.
• Knowledge of student administration policies, degree structures, and assessment practices.
• Commitment to customer service excellence and continuous improvement.
• Problem-solving skills and the ability to propose solutions.
• Demonstrated ability to work productively as part of a team.

Desirable Attributes

• Previous experience with timetabling and examinations in a higher education context, ideally with Syllabus Plus / Semestry etc.

Equity, diversity and inclusion statements & sustainability

In return, you will receive a competitive package and play a key role in our ambitious University's expansion as we enhance our international reputation and global footprint.

We believe there is no such thing as a 'typical' member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy . You can find out more about our work to create a fairer university for everyone .